Privacy Policy

Last updated: 14 September 2025

1) Who we are and scope

This Privacy Policy explains how ACAVENT (“we,” “us,” “our”) processes personal data in connection with International Conference on Research in Education, Teaching and Learning (the “Event”), including our conference websites, registration and submission forms, support channels, email communications, photography/video from the Event, and any related online sessions.

Contact: info@acavent.com

This policy applies to attendees (presenters, listeners, virtual participants), authors, speakers, scientific committee members/reviewers, sponsors/partners’ contacts, and website visitors.

2) Summary (unchanged in spirit from our existing policy)

  • We do not share registrant contact information with third parties without your consent.
  • Registrant information is primarily used to verify registrations and to notify you of similar events organised by ACAVENT in the future.
  • Sponsor sharing happens only with your opt-in during registration.
  • We use cookies and similar technologies on our websites (see “Cookies” below).

3) Information we collect

Information you provide directly:

  • Identification and contact details (e.g., name, email, phone, postal address), affiliation/position.
  • Registration details, ticket selections, participation type (oral, poster, virtual, listener), dietary/accessibility preferences (if you choose to provide them).
  • Submissions for the scientific program (titles, abstracts, keywords, co-authors), feedback forms, testimonials.
  • Support requests and communications with us.

Information collected automatically:

  • Device, browser, IP address, and usage data collected via cookies, pixels, and similar technologies on our websites. See “Cookies” below.

Publications & programs:

  • If your work is accepted, your name, affiliation and submission details may appear in programs, abstract books (ISBN), proceedings (ISSN/DOI), our websites, and post-event archives.

Photos, video & recordings:

  • We photograph and record our Events (including venue footage and online sessions). Your image and/or voice may appear in these materials.

4) How we use your information (purposes)

We use personal data to:

  • Provide, maintain, and improve our services (operate the Event, verify registrations, issue confirmations/invoices/certificates, manage submissions and reviews, run online sessions, and provide customer support).
  • Communicate with you about your registration, submissions, schedules, updates, security alerts, and policy changes.
  • Market our services and similar events to you (as an existing participant/contact). You can unsubscribe at any time.
  • Create and distribute Event materials (programs, abstract books, proceedings) and use photos/audio-visual footage of the Event for documentation and promotion.
  • Comply with legal obligations (tax/accounting, safety) and protect our rights (fraud prevention, security, dispute handling).
  • Share your contact details with sponsors only if you opt-in at registration (you can withdraw consent at any time via the sponsor’s unsubscribe link or by contacting us).

5) Legal bases (GDPR)

We process personal data based on:

  • Contract – to register you, take payments, issue invoices/certificates, manage submissions and participation.
  • Legitimate interests – event operations and security, improving services, limited marketing of similar events to existing participants, and reasonable use of Event photos/video; balanced against your rights.
  • Consent – sponsor communications, certain cookies/analytics/advertising pixels, testimonials, and any special-category data (e.g., dietary/access needs) if collected. You may withdraw consent at any time.
  • Legal obligations – tax and accounting record-keeping, safety, responding to lawful requests.

6) Sharing of information

  • We do not sell your personal data.
  • Sponsors: we share your contact details only if you explicitly opt-in during registration. Each sponsor message includes an unsubscribe option.
  • Service providers (processors): we use trusted vendors for hosting, ticketing/payments, email/SMS and marketing automation, CRM, anti-plagiarism (for publications), webinar/streaming, analytics, chat/helpdesk, and security. They may process personal data on our behalf under contracts that protect your information and prohibit use for their own purposes.
  • Publications: names/affiliations/titles may appear publicly in the Event’s program, abstract books, proceedings, and related archives.
  • Legal and safety: we may disclose information if required by law or to protect rights, safety, and security.
  • Aggregated/de-identified data: we may share non-identifiable statistics (e.g., attendance by country/discipline).

7) Payments

  • PayPal: Payments can be made via PayPal. We do not store full card details. See PayPal’s privacy notice for more information.
  • Bank transfer via Revolut: Bank transfer is available. Bank account details are provided during checkout/invoices/confirmation (we do not list full bank coordinates in this policy to limit misuse).

8) International transfers

Some processors or partners may be located outside your country. Where data is transferred outside the EEA/UK, we use lawful safeguards such as the European Commission Standard Contractual Clauses (SCCs) or equivalent to protect your information. You can contact us to learn more.

9) Data retention (typical periods)

  • Financial/tax records: retained according to legal requirements (e.g., up to 10 years).
  • Registration and support records: typically 2–3 years after the Event or last interaction.
  • Marketing contacts: up to 3 years after your last interaction or until you unsubscribe.
  • Visa support documentation (if applicable): typically 6–12 months after the Event.
  • Publications (programs, abstract books, proceedings): retained long-term as part of the scientific record.
  • Photos/video: retained for documentation and promotion unless you object and removal is feasible.

10) Your rights

Subject to applicable law, you may have the right to access, rectify, erase, restrict, port, or object to certain processing (including direct marketing), and to withdraw consent where processing relies on consent.
 To exercise your rights, contact us at info@acavent.com.

11) Security

We use appropriate technical and organizational measures to protect personal data, including encryption in transit, access controls, role-based permissions, staff confidentiality obligations, and vendor due diligence. No online service is 100% secure, but we continuously work to safeguard your information.

12) Children

Our Events are intended for adults. Under-18s may attend only if permitted by Event rules and accompanied by a parent/guardian where required. We do not knowingly collect children’s data unless necessary for participation and, in such cases, we obtain appropriate consent from a parent/guardian.

13) Cookies & Tracking (Cookie Policy)

We use cookies and similar technologies to operate our websites, analyze performance, and—where you consent—personalize content and ads.

13.1 What are cookies?

Cookies are small text files placed on your device by a website. They are widely used to make websites work, improve efficiency, and provide reporting information.

13.2 Types of cookies we use

  • Strictly necessary cookies: Required for core site functionality, such as remembering form entries and keeping sessions secure. You cannot opt out of these.
  • Performance & analytics cookies: Help us understand how visitors use our websites (e.g., Google Analytics). Data is aggregated and used to improve user experience.
  • Functionality cookies: Remember your preferences (such as language or region) to provide a better experience.
  • Advertising & targeting cookies: With your consent, we and our partners (e.g., Google, Meta, LinkedIn) may use cookies and pixels to deliver relevant ads and measure marketing effectiveness.

13.3 Third-party cookies

Some cookies are set by trusted third parties who provide services to us, such as analytics and advertising platforms.

13.4 How you can control cookies

When you first visit our website, you may be presented with a banner allowing you to manage cookie preferences. You can also control cookies through your browser settings:

  • Set your browser to block or delete cookies.
  • Opt out of Google Analytics via Google’s opt-out tool.
  • Manage advertising preferences through third-party platforms (Google Ads Settings, Facebook Ad Preferences, LinkedIn).

Please note: blocking cookies may impact the functionality of our website.

14) Promotional communications (unchanged in spirit)

We periodically send newsletters and emails that promote our conferences and related events. You can opt out at any time using the unsubscribe link in the email. We may still send important service/transactional messages (e.g., policy updates, receipts).

15) Sensitive personal information

We do not directly collect or store full payment card details. If you provide dietary/accessibility or other special-category information, we will process it only with your consent and only as necessary to support your participation.

16) Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the latest version. If changes are material, we will take reasonable steps to notify you.

17) Contact us

Questions or requests about this Privacy Policy or your data?
Email: info@acavent.com